Why should an EMS Change be Documented?

The management and tracking of changes are vital aspects of administering an ISO 14001-certified EMS (Environmental Management System). Throughout the lifecycle of your EMS, change will occur, whether it is due to new legislation, modifications in existing legislation, or new projects and initiatives that are formed and implemented to achieve improved performance against your agreed-upon objectives.

So, while change is necessary to guarantee that your EMS functions well and eventually achieves continuous improvement, it is equally critical that any changes in your EMS be precisely recorded for both successful implementation and historical purposes. So, what are the drivers of this shift, and what variables should we examine when selecting how to document evidence of change?

EMS Changed:  Why should it be Documented?

As previously said, change in the EMS might occur for a variety of reasons, including systemic, legislative, or procedural changes. The ISO 14001:2015 standard emphasises “change” several times, notably as a vital aspect in managing the EMS in such a way that the expected results can be accomplished. According to the standard, management of this transformation may involve, for example, the management of suppliers, workers, external providers, or compliance duties. So, we can see that there are several strong reasons for recording change, but are there any other things to consider while examining this element? Let’s take a closer look:

1. Legislative Changes: These are time-sensitive, and any changes should be documented and implemented as soon as possible. If your organization fails to comply with legislation, it may be penalised or suffer unfavourable press, thus such changes are carefully recorded.
2. Changes to Supplier Details: These changes are likewise time-sensitive. If a supplier’s or manufacturing partner’s conditions change, the such changes be communicated immediately so that critical manufacturing and purchasing decisions may be taken. For example, if a manufacturing partner’s ISO 14001 accreditation expires, you might no longer wish to utilise them – this type of change is time-sensitive and must be precisely documented.
3. Operational Control and Process Adjustments: Operational control and process adjustments are critical for internal consistency and product/service quality. When modifications that affect the way a product or service is offered must be adopted, they must be both timely and correct. Details of the adjustments should be included in your statement of work or ISO 14001 documentation, and don’t forget that these must be appropriately communicated and acknowledged by your personnel to ensure the changes are understood, implemented correctly, and then repeated regularly. More information is available in the article Defining and implementing operational control in ISO 14001:2015.
4. Control of Records: As previously stated, any documents you have must be controlled and changed as needed, both for employee processing and reliability and to demonstrate under audit conditions that you have proper control over your documented information, as discussed in this post A new approach to documented information in ISO 14001:2015.

Controlling Change and Reaching Objectives

Because change is such an integral aspect of a modern company, regulating the change that affects your EMS can go a long way towards assisting you in meeting your objectives. Organizations that excel at organizational and process control go a long way towards achieving the EMS’s aims. Failure to do so can result in inconsistent products, unnecessary harmful environmental effects, and failure to comply with legislation, all of which can be costly both financially and in terms of reputation. Manage the change in your EMS to guarantee that your organization and the environment benefit.